As a personnel secretary, receptionist, office manager, or executive secretary, you know that how well the office runs is nearly always dependent on the work you do. If you don’t feel you’re earning what you should or it is just time for a change, finding a new job can be critical. Yet, there is competition out there, and with a tightening job market, it is essential to know how to position yourself to get the attention of the ideal employers.
Know There’s a New World of Technology at Play
If it has been a while since you have applied for jobs in the administrative profession, know there are a number of changes continuing to impact the industry.
One of the most significant is using tools that help employers screen applications as they come in. Long before anyone picks up and reads a resume, a computer system will scan it, gather information from it, and determine if it has what it takes to move on or not. That means that if your resume lacks the information the system is looking for, you’re not likely to move on to the “human” review process.
Words Matter
A part of this process is the wording. For example, if an employer needs a professional with a specific skill, perhaps being efficient at Excel, they may set up the program to only move those candidates forward with that skill. Even if you have that skill, but it is not listed on your resume, that could mean you don’t get a second look.
The words you use for skills and experience matter. Other times, employers are looking for specific words that showcase your interests, passions, and the type of person you are. These are some of the most sought after words on secretary resumes:
- Detail-oriented
- Written and verbal communication
- Project management
- Interpersonal skills
- Teamwork
- Leadership
That doesn’t mean you need a long list of these words on your resume, though. Rather, you want to be sure they are included in the content you’re writing. Here’s an example.
“At Smith Corp., I worked in a leadership position where I was responsible for managing Excel files for clients. It included skills in project management, interpersonal skills, organization, and good written and oral communication.”
That includes some of the words that may apply in your situation but does so in a natural way. That allows both the computer system and the person reading it to be able to take in that information easily.
Look at the Job Description
Knowing which words to include is the hardest part of the process. It is not always easy to know which words to include.
Here’s a tip to update your resume before you apply for any jobs:
Read the job description. Nearly all job descriptions provide very specific skills and terms that the employer is looking for in an applicant. Most often, if you are going to work with a company that has a human relations department, they are going to spend a good deal of time crafting a job description that is very accurate and includes the specific requirements they need.
Here are some steps to help you:
- Do they use any certifications or terminology related to software programs? Include those in your resume.
- What type of personal skills do they need and specifically mention? This could include things like “teamwork” or “working as a member of the team.” Include those in your resume.
- What education requirements does the job description require? Be sure those words are included in your resume as well.
Anything you see as recommended or desired is a good idea to add to your resume. Just be honest. Don’t promise skills and abilities that you just do not have.
Your Cover Letter Is an Excellent Place to Get Information
The cover letter for your resume is one of the best places to rephrase and include more in-depth information you know the employer is looking for in a candidate. For example, the job description information should be directly applied to your cover letter. This includes the education requirements, the location requirements, information about specific skills, and any skill-based recommendations.
Note that while many job descriptions pour in a ton of information (it can be hard to include most of this), try to determine what’s most important to the employer.
- Do they mention specific skills or details more often?
- What are they stating is a requirement of the applicant (if you don’t have it, they won’t consider you)?
- What phrases or concepts do they repeat more than once?
- Do they include any information about desired skills?
The more information you can glean from the job application and then include it in the cover letter, the better. Yet, even as you do this, you need to make sure the cover letter is clear, easy to follow, and concise. To help with this process, take a look at some example cover letters online and what they include (and what they do not).
Standing Out for Your Next Job
Working as an administrative assistant is the type of job that can be rewarding. While you may use job descriptions as a way to find a job that fits your qualifications, make sure you use this as a tool to help you get the attention of the employer.
Do what it takes to stand out:
- Include a QR code that links to your portfolio of projects completed.
- Adapt your resume to match each of the jobs you apply to.
- Update your cover letter to include information about the job or company that you’ve learned in your research.
All of these tips can help you to create a better long-term outcome for your job search. It is a competitive environment, but those who understand these strategies are often better able to get to the first step – the interview. Work with your resume and cover letter on a consistent basis to ensure it matches the opportunity every time.